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Project Manager Quick Reference Guide

The document provides a quick reference guide for project managers using Microsoft Office Project Standard 2007. It outlines the key stages of a project including initiating, planning, executing, controlling, and closing. The planning stage involves creating tasks, assigning resources and durations, setting dependencies, and building the project schedule. Tracking progress against the baseline plan is a focus of executing and controlling. Communication with status updates and variance reporting is important. Finally, the closing stage involves evaluating project performance and benefits realization.

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Nelson David Bolivar Ardila
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289 views

Project Manager Quick Reference Guide

The document provides a quick reference guide for project managers using Microsoft Office Project Standard 2007. It outlines the key stages of a project including initiating, planning, executing, controlling, and closing. The planning stage involves creating tasks, assigning resources and durations, setting dependencies, and building the project schedule. Tracking progress against the baseline plan is a focus of executing and controlling. Communication with status updates and variance reporting is important. Finally, the closing stage involves evaluating project performance and benefits realization.

Uploaded by

Nelson David Bolivar Ardila
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Microsoft Office Project Standard 2007

Project Manager Quick Reference Guide

Initiate The Initiating Stage proposes a projects basic idea. Project Charter; Preliminary Schedule and Work Estimates determined.
Initial budget and scope of work is outlined. A Project Manager may be assigned and a Proposal or Project Plan is created.
Getting Started: Start with setting your project environment in Options : \Tools\Options
On the View tab, click View Project Summary for project level rollup
On the Schedule tab, choose default task type to control calculations Fixed Units To keep the number of
New Project Click Set as Default to use these settings for new projects assignment units constant
Create a New Project:
Fixed Duration To keep the task duration
Start with a New Project by using: \File\New choose Blank Project or constant
Start with Templates in: \File\New - Templates section
Fill out project start data by using: \Project\Project Information Fixed Work To keep the amount of work
Set the Project Start Date and select a Calendar for scheduling constant
Save and Name your project as an .MPP file: \File\Save

Plan The Planning Stage devises and maintains a workable scheme to accomplish the business needs the project will achieve. In
the Planning Stage, determine a course of events or tasks. Create the schedule and assign responsibility.

Enter or Edit Tasks:


Add or revise tasks to meet unique needs of the project : \Insert\New Task
Build the Work Breakdown Structure (WBS) by indenting or outdenting tasks to create Summary phases details
Tasks Enter Duration in days by using the Duration column or the Task Information Box: \Project\Task Information
Set Dependencies to add scheduling logic by using the Predecessor column and entering the ID of the predecessor task
Use Milestones (0d Duration) for deliverables or to mark the end of a phase
Note You can also set dependencies by
Add Task Deadline Dates: \Project\Task Information Advanced Tab select and drag on the task bar or
click the predecessor task name
Use Planning Tools for Insight: CTRL/click the successor and click
View Task Drivers to indicate what factors contribute to task scheduling: \Project\Task Drivers the Link tool:
Factors for the selected task are listed in the Project Guide pane
Click the factor to see each type of information and to walk the dependency chain showing scheduling logic
Show Change Highlighting to highlight data affected by changes or additions to your plan: \View\Show Change Highlighting
Use Multiple Undo to back out of any number of steps or to try different scheduling what if scenarios: \Edit\Undo-Redo
Use a Combination view to allow moving through your task list while viewing selected task information : \Window\Split
Use this Combination view to edit task information including dependencies Lag and Lead time, resource, duration, etc.
Right \Click in the gray area of the view to choose different types of information about the selected task
Build your Project Team :
Use the Resource Sheet View to add resources to your project team: \View\Resource Sheet
Resources Add Work, Cost, or Material resources directly in the Resource Name column
Use the Resource Information dialog to enter Cost, Working Time, and availability: \Project\Resource Information
Assign Resources to Tasks :
Use the Assign Resources tool in the Gantt View to add, remove, or replace assignments: \Tools\Assign Resources
Resources Work will be determined by the formula: Work=Duration*Units
Assign
For this Task Type Adding a Resource, will Changing Duration will change.. Changing Units will
change change

Fixed Duration Units Work Work

Fixed Work Duration Units Duration

Fixed Units Duration Work Duration

When Planning is Complete:


Prepare to Track your progress and to analyze variance to plan by Setting Baseline: \Tools\Tracking\Set Baseline
Baseline This saves a snapshot of Start\Finish dates; Duration; Work; and Cost information for all or selected tasks
Save your completed project with Baseline information: \File\Save

The Executing / Controlling Stage coordinates people and other resources to carry out the plan. The deliverables in this stage focus
Execute on ongoing updates and refinements to the defined tasks. Each project team member performs defined tasks within the project scope,
ensuring contribution to the projects success. This stage maintains a back and forth approach during the remainder of the project.

Update Project Progress:


Collect actual information about task status and enter based on the decision tree:
Track Use the Tracking Toolbar to update task status: \View\Toolbars\Tracking

Update as
scheduled

Control
Reschedule Quick % Complete Enter Actuals Form
Work
Using Tables and Views to communicate:
Select Views on the View bar or go to: \View to choose an appropriate view type
Use: \View\More Views to select from those not on the menu
Communicate Change the list of columns in the view: \View\Table
The Variance Table is useful to communicate project status compared to Baseline
Apply Filters to the Views to narrow the task list appropriate to the audience: \Project\Filtered for:
Apply Groups to organize and subtotal task data by type: \Project\Group by:

Bring Views into Microsoft Office Word, Visio, or PowerPoint:


Use the Analysis Toolbar Copy Picture to Office Wizard to export your Views: \View\Toolbars Analysis

Close The Closing Stage involves evaluating and documenting the project's performance and realization of benefits. It also provides
recommendations that might affect or assist future projects. Closing processes

Project Close:
Project Management Practice, Inc. When all tasks are completed, finalize all project documentation and archive all project information
www.pmpractice.com

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